getting started with frontdesk-i

Getting Started W ith FrontDesk-I

Copyright ©2013 Hotelogix

Objective of the Document

After going through this tutorial, you will be able to:

Understand FrontDesk and Reservation Table

Manage Room Status

Search Guest Details

Table of Contents

Getting Started W ith FrontDesk .................................................................................................................................... 2

Hotelogix FrontDesk Basics: The Reservation Table ....................................................................................... 2

1.1 Understanding the Reservation Table ................................................................................................... 3

1.1.1 Dates ................................................................................................................................................................. 3

1.1.2 Rooms .............................................................................................................................................................. 5

1.1.3 Cells ................................................................................................................................................................... 5

1.1.4 Rows.................................................................................................................................................................. 6

1.2 Reservation Table Viewing Options ........................................................................................................ 6

1.3 Managing Room Status .................................................................................................................................... 7

1.3.1 Room Legends............................................................................................................................................. 8

1.3.2 Housekeeping Legend s.......................................................................................................................... 8

1.3.3 Task List .......................................................................................................................................................... 9

1.4 Searching Guests Details ............................................................................................................................. 10

Contact Us ................................................................................................................................................................................ 11



Getting Started With FrontDesk

The FrontDesk is the core of all hotel operations. For your convenience, we have created an

easy-to-use FrontDesk interface that helps you control your business operations with

minimum effort.

Hotelogix FrontDesk Basics: The Reservation Table

FrontDesk is laid out like a simple Reservation chart. The User Name along with the Menu

Bar is located at the top of the FrontDesk. It includes other tabs such as Housekeeping,

Travel Desk, etc. The list of rooms with Room Types appears in the left column and Dates

on the top.

Figure 1: View of FrontDesk Page

Hotelogix lets you work directly on the Reservation chart itself. The FrontDesk is basically

a Reservation Grid or a Reservation Table. It eases your typical FrontDesk operations

Menu Items

Room Types

with room nos.

Checked-in, checked-out

and reserved rooms

Did You Know???

Hotelogix offers this unique Reservation gird which is dynamic in nature.

Traditionally, charts, while being simple to use, do not offer u sable interface because

when Reservations are placed on the chart initially, it becomes increasingly difficult

to place the bookings that come in later.

Hotelogix , on the other hand, retained the simplicity and added dynam ic algorithm to

position bookings optimally on chart and help you work with amazing simplicity

without any compromise.

User Name



like creating and managing reservations. It provides you instant access to information like

up-to-date Reservation & Housekeeping statuses of your rooms and list of Check -Ins,

Check-Outs, Cancelled reservations, etc. The calendar helps to move across past and future

dates on the reservation table.

1.1 Understanding the Reservation Table

1.1.1 Dates

The FrontDesk shows the date range for which there are different Reservations like

Checked-in, Checked-out and Reserved in different colors.

Dates are listed on the top of the Reservation table. The Date Range is editable—you can

change it using the Calendar.

Date in Yellow in the Calendar is current date of the system. The first date highlighted is

current date, i.e. 11 th September. Dates before 11 th September are shaded in grey on the

Reservation chart, which means that they are past dates.

Figure 2: Standard Display of the Hotelogix FrontDesk

1.1.1.1 Using the Calendar to Control Date Range

The Calendar is located along the left side of the FrontDesk page. It allows you to navigate

across different dates. The FrontDesk view changes in accordance with the date you click in

the calendar.

For instance, if you click on August 24, 2012, the grid view will be automatically refreshed.

Now, the Date Range will start from August 24, 2012 and display the Reservation Table in

the type of view selected.

Calendar

Checked-in

Reservation

Checked-out

Reservation

Reserved room

Current Date in Yellow

Calendar



Figure 3: Reservation Table with the chosen Date Range

Your chosen date—August 24, 2012 will be retained even if you choose to view the

Reservation Table in the 1-Day, 3-Day, 1-W eek ,15-Day or Month mode.

Figure 4: Reservation Table with 1-day View

Figure 5: Reservation Table with 3-day View

Similarly you can choose to view the Reservation Table in the 1 -W eek or 15-Day or Month

mode.



Suppose, you wish to directly go to a particular month of a year on the tape chart, you ju st

simply need to click on the month , as shown in the figure below . A panel will open where

you can select Month/Year. Clicking Ok will take you to that month directly.

Figure 6: Selecting Month/Year

1.1.2 Rooms

Room Types and Room Numbers are listed along the left side of the table. Room Types are

highlighted in bold— these are followed by Room Numbers.

1.1.3 Cells

The Reservation Table is composed of cells that give the Table a grid -like appearance. Each

cell of the Reservation Table:

Represents a Room Night for a specific date.

Is present in front of a Room Number, under a particular date.

Is clickable— left-click and right-click of the mouse offer different options.

Figure 7: Cells within the Reservation Chart

Grid-like appearance

of Reservation Table

Each Cell = Room Night



1.1.4 Rows

1.1.4.1 Blocked Row

The Blocked row of the Reservation Table displays the number of Temporary Reservations

made for a particular room, for a specific date.

Symbol X indicates you cannot make any more reservations for a room , on a specific date.

Figure 8: FrontDesk showing Blocked Rooms & Symbol X

1.2 Reservation Table Viewing Options

Apart from the normal FrontDesk view, Hotelogix offers two other modes to make your

tasks easier. These are

Chart View – this is very helpful for larger properties and as shown below, it displays

the number of occupied and vacant rooms for each night for the visible date range.

Zoom-out View – Another u seful view of the tapechart for larger properties; this view

zooms out to show larger number of rooms without scrolling, as shown below.

You can perform most of the FrontDesk operations on either of these views . These are

especially helpful when you have large number of rooms on the FrontDesk. Switching to

either of these views gives you a complete snapshot of your property and further makes

your working much more efficient.

Did You Know???

Both the Chart View and Zoom-out View are available when there are 35 rooms or

more in FrontDesk.



Chart View—upon clicking the Chart icon, bar graphs for each room are d isplayed. These

graphs represent the number of Unreserved Room s (at the top) and room s with different

Reservation Statuses (indicated by the Room Legend color scheme).

Figure 9: FrontDesk Bar Display

Zoom-Out View—Clicking the Zoom-Out icon , display for a particular Room Type is shrunk

(contracted).

Figure 10: FrontDesk Shrunk Grid Display

1.3 Managing Room Status

At any instant, you can come to know whether a room is reserved or available , clean or

dirty. FrontDesk offers you Room Legends and Housekeeping Legends in the form of color

coding through which room status can be checked with uttermost simplicity.



Figure 11: Managing Room Status

1.3.1 Room Legends

It’s a color coded scheme where different colors represent different status of the room s.

You can personalize these colors from the Admin console.

Figure 12: Room Legends

1.3.2 Housekeeping Legends

It’s a color coded scheme where d ifferent colors represent different housekeeping statu s of

the rooms i.e Clean, Dirty, etc. You can personalize these colors from the Admin console.



Figure 13: Housekeeping Legend s

Several Housekeeping tasks are also possible from FrontDesk. Right-click on a room

name/number to change its Housekeeping status. An example has been shown below.

Figure 14: Changing Housekeeping status of a room

1.3.3 Task List

This is a list of tasks you have created for the hotel staff. These are usually instructions for

different hotel personnel/employees to ensure that guest demands are duly addressed.



Figure 15: Task List

1.4 Searching Guests Details

There are two options for searching guests in the FrontDesk:

Option 1: Searching Guests in Current View Only

Type the first three letters of a Guest Name/Contact No/ID. Guests with matching names or

details are displayed. This search is limited to guests in current view of the FrontDesk.

Figure 16: Searching Guests in Current View

Option 2: Searching All Guests in System Database

Hotelogix automatically saves all guest details like name, ID, etc . This database helps in

filling details of returning guests .

After typing the guest name/ID as explained above, click the C heckbox. Now the system

picks matching guest details from current view to future Reservations.

Figure 17: Searching All Guests



Contact Us

Sales Department: sales@ hotelogix.com

Support Department: support@ hotelogix.com

W ebsite: www.hotelogix.com

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